Formatting Requirements for the Invoice Items Importer

Overview

The table below summarises each column that appears in the Invoice Items Importer .csv template and any formatting requirements you must meet when you enter your invoice data.

You can download the template attached to this article to get you started when you're ready to import your invoice items. 

Column Heading	Formatting and Validation Requirements
Invoice Number	Free-text field Invoice Number on your invoice If no invoice number is entered in a row, the importer will create an Invoiceable Item to be added to a later invoice If multiple rows have the same invoice number, the importer will consolidate them into a single invoice upon import Validation requirements Optional field If this field is empty, then ‘Invoice Status’ must be set as empty
Invoice Consolidation Code	Free-text field Code (number/text) which allows you to consolidate multiple items into one invoice Optional field
Invoice Sent Date	Sent date marked on the invoice Formatted as DD/MM/YYYY Validation requirements Optional field Required if Invoice Status is SENT
Invoice Due Date	Due date for payment on the invoice Formatted as DD/MM/YYYY Validation requirements Optional field Required if Invoice Status is SENT
Invoice Status	The status of the invoice can be set as SENT, DRAFT or empty If left blank but there is an invoice number, the invoice will be generated in DRAFT format, an invoiceable item will be created in Astute that can be used later to generate an invoice If entered as DRAFT, a draft invoice will be generated in the portal which can be modified and sent later If entered as SENT, an invoice will be generated and marked as Sent Will default to SENT for invoices with outstanding balances Validation requirements Optional field If SENT or DRAFT are selected an Invoice Number must also be provided
Invoice PO Number	Free-text field The Purchase Order Number on the invoice Validation requirements Optional field If Invoice PO Number is entered, do not enter Job PO Number
Job PO Number	Free-text field Purchase Order Number on the job Validation requirements Optional field If Job PO Number is entered, do not enter Invoice PO Number
Customer ID	The ID of the Customer in Astute Should match the ID in Astute Validation requirements Conditional mandatory field If Customer ID is entered, do not enter Customer Remote ID If Customer ID is not entered, you must provide Customer Remote ID
Customer Remote ID	The Remote ID of the Customer Should match the Remote ID in Astute Validation requirements Conditional mandatory field If Customer Remote ID is entered, do not enter Customer ID If Customer Remote ID is not entered, you must provide Customer ID
Billing Entity ID	The ID of the Billing Entity in Astute Should match the ID in Astute Validation requirements Conditional mandatory field If Billing Entity ID is entered, do not enter Billing Entity Remote ID If Billing Entity ID is not entered, you must provide Billing Entity Remote ID
Billing Entity Remote ID	The Remote ID of the Billing Entity in Astute Should match the Remote ID in Astute Validation requirements Conditional mandatory field If Billing Entity Remote ID is entered, do not enter Billing Entity ID If Billing Entity Remote ID is not entered, you must provide Billing Entity ID
Billing Contact ID	The ID of the billing contact in Astute Should match the ID in Astute Validation requirements Conditional mandatory field If Billing Contact ID is entered, do not enter Billing Contact Remote ID If Billing Contact ID is not entered, you must provide Billing Entity Remote ID
Billing Contact Remote ID	The Remote ID of the billing contact Should match the ID in Astute Validation requirements Conditional mandatory field If Billing Contact Remote ID is entered, do not enter Billing Contact ID If Billing Contact Remote ID is not entered, you must provide Billing Contact ID
Charge Item ID	ID of the charge item in Astute Should match the ID in Astute Validation requirements Conditional mandatory field If Charge Item ID is entered, do not enter Pay Item ID If Charge Item ID is not entered, you must provide the Pay Item ID
Pay Item ID	ID of the pay item in Astute Should match the ID in Astute Validation requirements If Pay Item ID is entered, do not enter Charge Item ID If Pay Item ID is not entered, you must provide the Charge Item ID
Invoice Description	Free-text field containing the description of the invoice Optional field
Quantity	Numerical value Mandatory field
Unit Price	Numerical value Mandatory field
Tax Amount	The total tax amount for the invoice If left empty, the tax type associated with the Charge or Pay Item in Astute will be applied to calculate a tax amount Optional field
Exported to GL	A Y/N field indicating if the invoice has already been exported to GL If set to ‘N’, the generated invoice will flow into Astute and appear as ready for export in the GL integration Validation requirements Optional field Can only be set as ‘Y’ if Invoice Status is SENT
Employee ID	ID of the employee in Astute Should match the ID in Astute Validation requirements Optional field If Employee ID is entered, do not enter Employee Remote ID
Employee Remote ID	Remote ID of the employee Should match the Remote ID in Astute Validation requirements Optional field If Employee Remote ID is entered, do not enter Employee ID
Job ID	The ID of the job in Astute Should match the ID in Astute Validation requirements Optional field If Job ID is entered, do not enter Job Remote ID
Job Remote ID	The Remote ID of the job Should match the Remote ID in Astute Validation requirements Optional field If Job Remote ID is entered, do not enter Job ID
GL Code	The code entered here will override other GL codes in the system Optional field
Cost of Goods	Numerical value for cost of goods Optional field
Branch ID	ID of sub-entity 1 in Astute Optional field
Division ID	ID of sub-entity 2 in Astute Optional field
Recruiter 1 ID	The ID of Recruiter 1 in Astute Should match the ID in Astute Validation requirements Optional field If Recruiter 1 ID is entered, do not enter Recruiter 1 Remote ID
Recruiter 1 Remote ID	The Remote ID of Recruiter 1 in Astute Should match the Remote ID in Astute Validation requirements Optional field If Recruiter 1 Remote ID is entered, do not enter Recruiter 1 ID
Recruiter 2 ID	The ID of Recruiter 2 in Astute Should match the ID in Astute Validation requirements Optional field If the Recruiter 2 ID is entered, do not enter Recruiter 2 Remote ID If Recruiter 2 ID is entered, you must provide Margin Split 2
Recruiter 2 Remote ID	The Remote ID of Recruiter 2 in Astute Should match the Remote ID in Astute Validation requirements Optional field If the Recruiter 2 Remote ID is entered, do not enter Recruiter 2 ID If Recruiter 2 Remote ID is entered, you must provide Margin Split 2
Margin Split 2	The margin split value for Recruiter 2 Optional field unless Recruiter 2 ID or Recruiter 2 Remote ID have been provided
Recruiter 3 ID	The ID of Recruiter 3 in Astute Should match the ID in Astute Validation requirements Optional field If the Recruiter 3 ID is entered, do not enter Recruiter 3 Remote ID If Recruiter 3 ID is entered, you must provide Margin Split 3
Recruiter 3 Remote ID	The Remote ID of Recruiter 3 in Astute Should match the Remote ID in Astute Validation requirements Optional field If the Recruiter 3 Remote ID is entered, do not enter Recruiter 3 ID If Recruiter 3 Remote ID is entered, you must provide Margin Split 3
Margin Split 3	The margin split value for Recruiter 3 Optional field unless Recruiter 3 ID or Recruiter 3 Remote ID have been provided
Recruiter 4 ID	The ID of Recruiter 4 in Astute Should match the ID in Astute Validation requirements Optional field If the Recruiter 4 ID is entered, do not enter Recruiter 4 Remote ID If Recruiter 4 ID is entered, you must provide Margin Split 4
Recruiter 4 Remote ID	The Remote ID of Recruiter 4 in Astute Should match the Remote ID in Astute Validation requirements Optional field If the Recruiter 4 Remote ID is entered, do not enter Recruiter 4 ID If Recruiter 4 Remote ID is entered, you must provide Margin Split 4
Margin Split 4	The margin split value for Recruiter 4 Optional field unless Recruiter 4 ID or Recruiter 4 Remote ID have been provided
Recruiter 5 ID	The ID of Recruiter 5 in Astute Should match the ID in Astute Validation requirements Optional field If the Recruiter 5 ID is entered, do not enter Recruiter 5 Remote ID If Recruiter 5 ID is entered, you must provide Margin Split 5
Recruiter 5 Remote ID	The Remote ID of Recruiter 5 in Astute Should match the Remote ID in Astute Validation requirements Optional field If the Recruiter 5 Remote ID is entered, do not enter Recruiter 5 ID If Recruiter 5 Remote ID is entered, you must provide Margin Split 5
Margin Split 5	The margin split value for Recruiter 5 Optional field unless Recruiter 5 ID or Recruiter 5 Remote ID have been provided